Description
As the Executive Assistant & Office Manager at Reward, you will play a dual role, providing comprehensive administrative support to the Belfast Site Lead and overseeing the efficient functioning of our office. This position requires a proactive individual with strong organizational skills, attention to detail, and the ability to manage diverse responsibilities.
Key Responsibilities
Office Manager Duties
* Manage office operations and administrative functions to ensure efficiency and productivity
* Oversee office maintenance including managing facilities equipment and supplies
* Coordinate office activities and events such as meetings, townhalls, conferences and social gatherings
* Handle office correspondence including mail email and phone calls
* Assist with scheduling appointments meetings and travel arrangements for staff members
* Ensure compliance with company policies and procedures
* Address any issues or concerns raised by staff members and provide solutions as needed
* Continuously identify opportunities for process improvement and implement changes as necessary
* Assist in onboarding new employees
* Ensure a clean and organized office environment
* Oversee day-to-day office operations, including maintenance, supplies and vendor relationships
Executive Assistant Duties
* Manage the DTO executive’s calendar including scheduling meetings appointments and travel arrangements
* Coordinate and prioritize incoming requests and correspondence ensuring timely responses and follow-up
* Prepare and edit documents presentations and reports for executive meetings and presentations
* Act as the primary point of contact for internal and external stakeholders including screening and directing phone calls and emails
* Assist with project management tasks such as tracking deadlines coordinating deliverables and managing workflows
* Organise and facilitate meetings including preparing agendas taking minutes and disseminating meeting materials
* Conduct research and compile data as needed to support executive decision making and strategic initiatives
* Handle sensitive and confidential information with professionalism and discretion
* Perform other administrative tasks and special projects as assigned
Skills, Knowledge and Expertise
* Proven experience as an Executive Assistant and Office Manager
* Strong organisational, multitasking and time-management skills
* Excellent written and verbal communication abilities
* Proficient in MS Office suite and other relevant software
* Ability to handle confidential information with discretion
Benefits
* 25 days annual leave increasing by one day a year to 30 days (plus public holidays)
* Company holiday between Christmas & New Year (extra 3 days)
* Pension with Hargreaves Lansdown – 4% matched contribution
* Private healthcare with Vitality for yourself and any nominated dependents
* Early finish on the last Friday of the month (3pm)
* Ability to buy and sell holiday days as well as the ability to bank days (tenure dependent)
* Cashback/discount shopping site (Perks at Work)
* Flexible working options – we are operating a hybrid working model from our Belfast office (to be agreed with your manager)
* Variety of social events throughout the year such as Christmas party, company away day, movie nights, beer and pizza nights to name but a few
Our vision is to be a global leader in customer engagement, helping brands to create customers of the future. How do we achieve this? By making everyday spending more rewarding, we make every interaction count, delivering billions in rewards.